How Should You Train Guards When Different Tenants Need Different Access?

Why does training security guards differ in multi tenant offices?

Multi tenant offices present unique challenges in security and access control. Different companies have varied rules, hours and procedures. Security guards must adapt to each tenant’s expectations while enforcing access across shared areas. This requires real time judgement, system fluency and strong communication.

What makes tenant access needs so different?

Tenants may occupy separate floors, host different types of visitors or follow specific access schedules. Some permit after hours entry, while others restrict staff movement to office hours only. Contractor access may require prior approval depending on tenant policy. Guards are expected to:

• Enforce Role Based Access Control as defined by each tenant, where permissions are assigned based on role or seniority

• Identify expired access and manage override approvals

• Supervise shared zones like lift lobbies, receptions and car parks

• Register visitors through the Visitor Management System with clear time stamping and tenant record separation

• Coordinate vendor schedules accurately using credential based categories

Tasks like authorising late entry, resetting credentials or managing shared room access occur routinely.

What should guards be trained to do?

In a multi tenant office, guards need site specific skills and familiarity with digital platforms. Effective training covers:

• Navigating cloud based access control platforms and Building Management System dashboards, including recognising alerts for unauthorised access attempts or mechanical faults

• Verifying staff ID and confirming guest authorisation in real time

• Monitoring restricted zones for tailgating and unauthorised entry

• Keeping accurate records in access and incident logs

• Managing visitor and contractor check in using visitor management tools

Drills involving common scenarios such as lost badges or unregistered guests build readiness and accuracy.

Where does standard training fall short?

Conventional programmes often miss important real life applications. Gaps appear when:

• Two tenants arrive for the same booked room and expect priority

• A contractor turns up unannounced and insists on entry

• A tenant challenges a guard’s decision, claiming unequal treatment

Without training on building systems and communication protocols, guards may struggle with enforcement and risk upsetting tenants.

How can you improve training for multi tenant buildings?

Targeted training enhances guard effectiveness and clarity. This includes:

• Orientation sessions using real access tools for the building

• Roleplay and simulation for expired passes, forgotten credentials and unscheduled visits

• Communication prompts to help address tenant concerns without conflict

• Joint sessions with tenant teams to align policy expectations

• Examples that demonstrate effective handling of shared zone enforcement

Well guided sessions result in smoother shift changes and more consistent service throughout the day.

Why does strong training reduce risk and improve operations?

When guards understand procedures and systems well, the building benefits. For property managers, this means:

• Fewer disputes arising from inconsistent access decisions

• Access logs and visitor entries that stand up to compliance reviews

• Better oversight of shared facilities like lifts and car parks

• Streamlined handling of delivery teams, contractors and after hours visitors

A well managed visitor system builds trust between tenants and facilities teams. When access systems run smoothly, tenant experiences improve quietly and consistently.

How guard actions affect property management outcomes

Security practices affect how tenants experience their workplace and how facilities teams maintain control. For instance:

• A guard who resolves a pass issue quickly prevents disruption

• Enforcing ID checks fairly reinforces a consistent culture of accountability

• Logged vendor access helps with maintenance tracking and compliance

• Preventing tailgating improves overall building security without needing escalation

Reliable performance from guards strengthens tenant trust and reduces operational friction.

What are the most common access mistakes and how can guards avoid them?

Even trained guards can make errors without building specific knowledge. These include:

• Forgetting to enter a guest pass in the visitor system

• Allowing someone after hours without proper approval

• Missing a tailgating incident during a busy period

• Using the wrong process for a tenant with unique access rules

• Overlooking pass expiry alerts or choosing the incorrect credential category for contractors

Avoiding these errors depends on clear access protocols, familiarisation with tools, and regular reviews of common scenarios during shift briefings.

How do VMS and BMS platforms help prevent access errors?

Both visitor systems and building management systems play a vital role in supporting guards:

• Visitor management platforms provide entry time tracking, tenant specific visitor logs and credential expiry monitoring

• Building management systems issue alerts to help guards respond to faults or access breaches in shared areas

When guards are confident using these tools, access enforcement becomes smoother and less error prone.

Final thoughts on training for multi tenant buildings

Security guards in multi tenant buildings support more than just entry control. They help maintain tenant satisfaction, smooth contractor operations and enforce fair use of shared spaces. With role specific training, confidence in system use and consistent policy knowledge, they become a dependable part of every office’s daily routine.